Service erecruitment http://myhr.alzscot.org Workbook
Aim of this course This course provides a good working knowledge of how to use itrent recruitment module together with hands-on practical experience of navigating though the most common features of the system. Local administrators who support the recruitment process and recruiting managers have the same access on itrent and therefore this training is appropriate for both roles. Course objectives By the end of the course you will be able to: Use erecruitment on itrent Understand the recruitment process for the organisation Be aware of the responsibilities of a Recruiting Manager, Administrator and HR team Understand how to complete a Recruitment Authorisation Form Understand how to complete Web Vacancy Template 1
Contents Section Topic Page Number Aim of this course 1 Course objectives 1 1 Introduction 3 2 Authorisation to Recruit Section Objectives 4 Recruitment Authorisation Form 5 Web Vacancy Template 6 3 Approval Received Recruitment Advert 8 Accessing your requisitions 8 4 Viewing/Updating applications Section Objectives 11 Introduction 12 Viewing Applicants 13 Printing Applications 14 Manually adding paper & email applications 18 5 Progressing Applications & Interviews Introduction 26 Requisition Processing 27 Bulk Interview Processing 28 Email Correspondence & Applicants with no email address 29 Candidate online booking 32 Rejecting after interview 39 Progressing to Provisional Offer 40 6 Viewing PVG & Reference Status 41 2
Introduction The itrent recruitment application itrent's HR Recruitment software will enable Alzheimer Scotland and Recruiting Managers to: Achieve effective recruitment Achieve a fast and effective recruitment campaign Achieve proven substantial cost savings from process efficiency Alzheimer Scotland s Recruitment Process The recruitment process involves several stages, the trigger being the identification of a recruitment requirement, which may be as a result of a leaver within the organisation or the creation of a new position. Stages and Recruitment Cycle Following the identification of a recruitment requirement the following steps are undertaken: Authorisation/approval to recruit Advertising Receive and progress applications Identify, offer and appoint suitable applicant in to organisation You will record an applicant s progress through each stage of the recruitment process on itrent. This is called the lifecycle on itrent. Whenever a stage requires a standard letter to be generated for an applicant, itrent will produce the letter. You will be able to view letters before they are printed or emailed to make any changes you require. The following section explains how to process through each stage of the lifecycle. 3
Authorisation to recruit Section Objectives This section provides information on the first stage of recruitment which involves getting the appropriate authorisation to recruit for contract staff only. This stage must be completed before the vacancy can be advertised. By the end of this session you will be able to: Complete the Recruitment Authorisation Form Complete the Web Vacancy Form 4
Recruitment Authorisation Form Purpose Authorisation to recruit To ensure there is an appropriate budget and finances in place prior to the recruitment process starting, a recruitment authorisation form must be completed. Process The Recruiting Manager must complete the Recruitment Authorisation Form which can be found on the intranet under safer Recruitment and email this to their Regional Manager. The Regional Manager must review the request and if agree email with their confirmation to the Director of Corporate Services and Finance. In their absence the form should be emailed to the HR team. The director must review the request and if agree send this to the HR team to start the recruitment process. If they are unable to authorise the request this will be fed back to the recruiting manager. Authorisation There is a gap on the form for signed authorisation however email authorisation can also be given. When to complete The recruitment authorisation form should be completed for all contract posts. This also includes back fill posts and when a Sessional Worker may move to Contract; this is a vacancy so should be advertised and you should follow the recruitment authorisation form process. 5
Web Vacancy Form Authorisation to recruit At the same time the Recruitment Authorisation form is being completed the recruiting manager should also complete the Web Vacancy Template. This can be found on the staff intranet under safer recruitment. Purpose The web vacancy template gives all the information required for advertising the role. Process The form should be completed by the recruiting manager and sent to HR. Advert Text this should be the advert wording. Template adverts can be found on the intranet under http://www.alzheimerscotland.org/publish/humanresources/safer-recruitment/ - template adverts. The standard adverts can be adapted to reflect specific vacancies in your service. Service Contact details this should have the address to which you wish paper application forms to be sent to. Telephone and email address - include contact details so applicants can get in touch if they have any queries. When to complete This form should be completed for every vacancy. 6
Approval Received Section Objectives This section provides information of how to get started once authorisation has been approved. By the end of this session you will be able to: Understand the advertising process Access itrent with the recruitment requisition details 7
Recruitment Advert Approval Received Once authorisation has been approved the HR team will arrange the advert to go online and on any requested newspapers and/or websites. The HR team will contact the service with the costing to get approval to place the advert. If you wish to advertise in local job centres, shops, libraries or recruitment fairs you can arrange this locally. Accessing your requisitions At the same time the advert is being arranged, the HR team will set up the recruitment requisition on itrent which you will use to process the recruitment applications. The recruiting manager and administrator will receive an email once the recruitment requisition had been created. All requisitions have a dedicated requisition number which should be used on all documentation. You will have access to view all requisitions in your region although should only select your relevant requisition. To access the recruitment requisition you should: From the home page select manage your requisition 8
Approval Received Type the name of the requisition and search or click the spyglass to search for your requisition Select the requisition you are working on. You may have more than one requisition available depending on how many adverts you have open. A summary of the requisition will appear. The right hand side of the screen gives a summary of the recruitment process to date. 9
Approval Received Select Requisition details the requisition details will then appear on the right hand side. 10
Viewing/Updating applications Section Objectives This section provides information on the different ways in which applications may be received and how to process these on itrent. By the end of this session you will be able to: Access Applicants who have applied online Input paper applications received into itrent View overall recruitment progress 11
Viewing/Updating applications Introductions Internal/External Applicants Applicants may be internal or external to the organisation and all applicant details need to be recorded on the itrent recruitment system. If the applicant is an internal employee or previously employed person, most of the details required will already be recorded on the system, however they will need to go through the online process. Applicants can be recorded in itrent in two ways Manually adding an applicant Via Web recruitment Web Recruitment All applications made through the Alzheimer Scotland website will filtrate directly onto itrent and will automatically be attached to the relevant requisition. Paper applications All paper applications will be sent to the recruiting manager. The administrator should follow the process detailed further in this booklet on manually adding an applicant to ensure itrent holds a complete record of all applications for a vacancy. Email applications If an application is received by email for a vacancy, the administrator should follow the process as in paper applications above. 12
Viewing/Updating applications Viewing applicants To view applications for your vacancy:- Select Manage your requisition> Select the specific requisition > Select Applicants All your applicants will then appear as shown in the example above. 13
Viewing/Updating applications Viewing/Printing online applications If you wish to view/print the on-line applications for review and shortlisting this can be done by selecting application print and then download Note this option will only be available if the applicant has applied online. No option to download will be available if the applicant has applied in hard copy as you will already have a hard copy application. Bulk Application Print To bulk print all applications for the vacancy:- From the home page select Bulk application print 14
Viewing/Updating applications The following screen will then appear. All that requires to be completed on this screen is the requisition name. Please then select the search button at the bottom of the page. The following page wil then appear on which you schold scroll down to the bottom of the page to view the applicants for the vacancy. As you can see for the above vacancy there are 2 applicants for the post. Highlight the box if you wish to exclude an application otherwise select Run. 15
Viewing/Updating applications Generating report "Bulk application print". You will be notified upon its completion. You will receive notification that the report has been completed. To access the report:- From the home page Select - Processes where your report will be located Select - Report Bulk Application Print You will then be taken to the following screen. 16
To Print - select Download The following screen will then appear. Select Open The application for the post will then be generated which you will be able to print in the normal way. 17
Viewing/Updating applications Manually adding a new applicant paper applications / email applications From the Home page select Manually add an applicant. Enter the effective date. This is the date you received the application. The process to manually add an applicant has 6 stages. 18
Viewing/Updating applications Step 1 of 6 Enter at least 2 fields and then click Search. All records matching the fields entered will be returned in the search results, which will then be displayed. Once you have done this, the records found will be displayed in the Select Employee/Applicant section on the page. The records may be applicants or current employees and this will be shown under type. You can collapse/expand the list using the plus/minus icons displayed at the beginning of the section title. Where a successful match has been identified, select the record from the Select Employee/Applicant results. 19
Viewing/Updating applications If no results are found once you search or the results do not match the applicant, click the Create button to start the creation of a new applicant. Complete Surname, Forename and Title then scroll down to save. Leave workflow group as default. 20
Viewing/Updating applications Select the next arrow to progress to Step 2 Step 2 of 6 Complete the address fields ensuring all the mandatory fields highlighted in blue are completed. Tick the Mailing address box, then select the Save button and the next arrow. 21
Viewing/Updating applications Step 3 of 6 From the drop down box please complete the Correspondence email address as the first option. Please also complete where available the Home and/or Mobile telephone numbers. Once the correspondence email address has been added select New to add the home telephone and mobile telephone numbers. Select the Save button and the next arrow. Step 4 of 6 a) Tick the box Use email correspondence b) Select Contact type c) Select Correspondence Complete the email address (if provided) In the first instance and where ever possible, an email address should be used for correspondence. Otherwise a home telephone number and mobile number should be used. Select the Save button and the next arrow. 22
Viewing/Updating applications Step 5 of 6 Where possible, scan the paper application and attach using the browse function. No other documents should be attached. The text placed in the Document cell should read Application form followed by the candidate s initials. If you do not have the facility to scan and save the application form leave this step blank. Select the Save button and the next arrow. 23
Viewing/Updating applications Step 6 of 6 You should now attached the applicant to the appropriate recruitment requestion. Requisition Click on the spyglass to search for the appropriate requisition Stage - Select ALZ manual application received Resource person Select the name(s) of anyone who will be involved in the interviewing. If the employee is not showing in Resource person, please contact HR to get this set up. Select the Save button followed by the forward arrow to finish the current chain process. Select OK if you wish to enter a further manual applicant. 24
Viewing/Updating applications If you have selected cancel you will be taken to the screen below. Click on the home page icon to take you back to your home page. Once you have added an applicant you will now be able to view them and all other applicants as on page 13. 25
5 Progressing Applications and Interviews Introduction itrent has two options to allow you to manage your interview schedules:- These are Manually creating the interviews or Candidate Online Booking. Where there are a mixture of online applications and paper applications or paper applications only, the manually creating the interview through Bulk Interview processing must be used. Where all applicants have applied online, all have an email address and there are no manual applications the Candidate Online Booking process should be used. 26
Progressing Applications & Interviews Requisition Processing Unsuccessful candidate prior to interview Select your requisition by going through the Manage your requisition link on the homepage and select the requisition you are working on. Select Requisition Processing. Moving applicants Stage selection - select ALL from the drop down menu Move to - select AlZ Rejected Prior to interview from drop down box Select the tick box run document merge Select the applicant(s) you wish to move to the rejected prior to interview stage stage by ticking the box, then click save. 27
Progressing Applications & Interviews Email Correspondence To view the emails that have been generated from the last process, go to the home page Email correspondence From the Home Page select Manage your requisition, search for your requisition by selecting the spyglass and then highlight your requisition. Select Attachments then pending email correspondence This page will display all of the Email correspondence that has been generated for the selected requisition. Please note the template generated will be rejected prior to interview and not as shown in the screen shot. Pending email correspondence right hand side of screen. The page will display the Applicant Name, the correspondence Template, the Email address that the Email will be sent to, the Email subject and the Generated date and time. If required, you are able to change the Email address. Each row of information is followed by a ticked check box. You are able to deselect individual rows by clicking the check box which will remove the tick. 28
Progressing Applications & Interviews To deselect all of the entries, click the Deselect all label (this will then change to a Select all label). Click the Send button and the selected Email(s) will be sent via a background task. Any emails not sent will be re-shown on the pending page. The user will then receive the generated Email as shown below: Application unsuccessful Application for the post of Payroll Manager Further to your recent application for the above post, I am sorry to tell you that on this occasion, your application has been unsuccessful. Thank you for your interest in the above positions and the work of Alzheimer Scotland. Yours sincerely 29
Progressing Applications & Interviews Applicants with no email address From the Home Page select Manage your requisition, search for your requisition by selecting the spyglass and then highlight your requisition. Please then select Attachments, then select Correspondence log. Click the spyglass and then select OK to search for everything. When you highlight a document, click on Correspondence details and details of the applicant will appear on the right hand side. To view the letter please click on the small arrow. This will open the document and give you the option to print the letter. When sending an email or a letter the Actioned button should be ticked. This then records in the system the letter or email that has been sent. This will then be recorded against the applicant and you will be able to see when letters/emails were sent. 30
Requisition Processing moving to first interview Progressing Applications & Interviews Select your requisition by going through the Manage your requisition link on the homepage and select the requisition you are working on. Select Requisition Processing. Moving applicants Stage selection - select ALL from the drop down menu Move to - select Alz First Interview from drop down box Resource person - add any resource person for the interview Select the applicant(s) you wish to move to the 1 st interview stage by ticking the box, then click save. Any applicant who is not moving to interview stage will remain as rejected prior to interview and no further action is required. 31
Progressing Applications & Interviews Manually Creating the Interview using Bulk Interview Processing to generate invite to interview letters/emails When in your requisition, select bulk interview processing and this will take you to the screen below. Contact Location This should be the name and job title of the contact for the vacancy as it is assigned as a merge field in any correspondence generated. This has to be the full location address of where the interview will take place as it is assigned as a merge field in any correspondence generated. Run Document Merge By selecting the tick box, all of the selected applicants will have a letter and/or email generated for them that gives them the details of their interview. Note: The stage First Interview must have been assigned to the applicant before setting up interview details. This is performed using the Requisition processing page as previously noted in this booklet. Select the required applicants by ticking their check box at the end of the row. Then enter an interview date and time. Click Save. A message will appear at the top to state the mail merge is taking place in the background and that you will be notified when completed. 32
Progressing Applications & Interviews Email Correspondence To view the emails that have been generated from the last process, go to the home page Email correspondence From the Home Page select Manage your requisition, search for your requisition by selecting the spyglass and then highlight your requisition. Select Attachments then pending email correspondence This page will display all of the Email correspondence that has been generated for the selected requisition. Pending email correspondence right hand side of screen. The page will display the Applicant Name, the correspondence Template, the Email address that the Email will be sent to, the Email subject and the Generated date and time. If required, you are able to change the Email address. Each row of information is followed by a ticked check box. You are able to deselect individual rows by clicking the check box which will remove the tick. 33
Progressing Applications & Interviews To deselect all of the entries, click the Deselect all label (this will then change to a Select all label). Click the Send button and the selected Email(s) will be sent via a background task. Any emails not sent will be re-shown on the pending page. The user will then receive the generated Email as shown below: 34
Progressing Applications & Interviews Applicants with no email address From the Home Page select Manage your requisition, search for your requisition by selecting the spyglass and then highlight your requisition. Please then select Attachments, then select Correspondence log. Click the spyglass and then select OK to search for everything. When you highlight a document, click on Correspondence details and details of the applicant will appear on the right hand side. To view the letter please click on the small arrow. This will open the document and give you the option to print the letter. 35
Progressing Applications & Interviews Candidate Online Booking Before carrying out this stage, applicants must have been moved to the 1 st Interview stage through Requisition processing as per detailed earlier on page 27. This should only be used where all the candidates have applied online and there are no manual applications. Otherwise please use Manually create interview times and dates as above. Select Manage your requisition when in your requisition. Then select>interview Schedules>New interview schedule details The above screen shows the top part of the screen with the screen below showing the bottom part. Interview Stage Interview booking end date Appointment type Duration Attendee Limit Supporting Description Location Contact ALZ First Interview the date that online applicants have to book their interview First Interview type in the length of time the interview will last This is the number of people that you will be interviewing at each time slot this will normally be 1 unless you are doing a group interview/test. There s no requirement to add anything here. This has to be the full location address of where the interview will take place as it is assigned as a merge field in any correspondence generated. This should be the name and job title of the contact for the vacancy as it is assigned as a merge field in any correspondence generated. 36
Progressing Applications & Interviews Bottom part of screen Complete the start date and start time for the number of interviews that you are going to have. After setting the dates and times of the interview as above, select Save. Select Candidate online booking under Interview schedules as below. 37
Progressing Applications & Interviews This page displays all candidates that are currently on or have been at the stage of the selected Interview schedule. The page is primarily used to control the invitation to book an interview online and will also send the notification email to inform the candidate. When you click the Invite button the page will trigger the email notification to be sent to the selected candidates and make the Book now option appear for the candidate within Web Recruitment. Candidates will not be able to book an interview online until they have been selected/ticked from this page. When the Invite button is clicked all of the selected candidates will have their invitation email sent and the Invited column is updated with the sent date when the page refreshes. An email will be automatically sent to the applicant. See example below: 38
Progressing Applications & Interviews 39
Web recruitment Online Interview Booking Progressing Applications & Interviews If the user has received an Email requesting them to log in and book an interview slot, the link (if provided) will first take the user to the Web recruitment page and request them to log in. When a user clicks the My applications navigation item and they have interviews booked or awaiting to be booked, a new section will be presented called Current interviews. For example: My Applications Application Details - Interview Appointment When the candidate has clicked the Book now button, details about the Requisition and how the candidate should complete the booking process are displayed together with the available interview slots. For example: 40
Progressing Applications & Interviews The applicant selects the appropriate Interview Appointment by clicking on the Book Now link. This will then display the Interview Details: The system will automatically send a confirmation email to the candidate. See example below: 41
Progressing Applications & Interviews Interview Details Once the interview has been booked, the applicant can log into Web Recruitment and view the Interview details if required, by clicking on the Details button. Interview Schedules As applicants book interview slots within web recruitment the Requisition Administrator can view the progress in a number of places. To view if list of applicants booked on interview Through the home page select your requisition>interviews >Select Applicant Select the Applicant to view the Interview Details 42
Progressing Applications & Interviews Reject After Interview Once the interviews have been conducted, some applicants will need to be rejected. Select your requisition by going through the Manage your requisition link on the homepage and select the requisition you are working on. Select Requisition Processing. Moving applicants Stage selection - select ALZ First Interview from the drop down menu Move to - select ALZ Rejected following interview from drop down box Select the applicant(s) you wish to move to the Reject following interview stage by ticking the box, then click save. This will generate an email/letter to unsuccessful candidates please refer to page 31 on printing letters for those with no email address and emailing those with an email address. 43
Progressing Applications & Interviews Progressing to Provisional Offer Select your requisition by going through the Manage your requisition link on the homepage and select the requisition you are working on. Select Requisition Processing. Moving applicants Stage selection - select ALZ First Interview from the drop down menu Move to - select ALZ Provisional Job Offer from drop down menu Select the applicant you wish to move to the provisional offer stage by ticking the box, then click save. NOTE: Contract staff - Once you select provisional offer an automatic email will be sent to the HR team. At this stage the HR team will take forward the preemployment checks for contract staff. Sessional - For sessional staff, you should also progress to provisional offer and HR will issue this letter. The service should undertake the pre-employment checks and once complete issue the terms of engagement, complete the Newstart form and send to HR. HR will transfer the newly appointed sessional worker into itrent. 44
6 Viewing PVG and Reference status How to access PVG and Reference status From the home screen select New Starter - PVG/Reference status Click the spyglass and search for the applicant. Highlight the applicant. 45
PVG & Reference Select whether it s the PVG check or References check that you want to view. Select UDF Details (Applicants) 46
PVG & Reference Example PVG status screen Example Reference status screen 47